• Publications 2012 Annual Report
  • Action Area 5 – Finance and Resources

    Objectives 

    • Secure equitable and sustainable funding.

    • Ensure effective stewardship of resources.

    • Develop, implement and maintain support and enabling systems.

    • Provide accessible, affordable Catholic schools for all Catholic families.

    Read more about the Finance and Resources Strategic Direction. 

    Catholic education in the Archdiocese of Melbourne represents the sixth-largest education system in Australia, operating in the third-largest Catholic diocese in the world.

    CEOM Operations

    The Catholic Education Office Melbourne (CEOM) supports the operation of 327 Catholic schools with more than 16,700 staff including 430 CEOM staff, helping to educate about 149,000 students.

    Recruitment, Induction and Staffing

    The CEOM employed 56 new staff during 2012, in a diverse range of roles. Positions became available due to strategic and organisational priorities in support of Catholic schools, the Integrated Catholic Online Network (ICON) project, government-funded initiatives, the changing needs of schools, end of contracts, resignations, retirements and Maternity Leave (18 staff).

    It is significant to note that many staff left the CEOM to return to work in Catholic schools, taking with them a greater understanding of Catholic education from a system perspective and the benefits of having established strong professional networks. Six induction programs were facilitated for new staff and 16 staff had the enriching and challenging opportunity to undertake higher duties while colleagues were on extended leave.

    Professional Learning, Skills Training and Compliance Training

    The CEOM’s commitment to Professional Learning continues to encourage staff to identify priorities to further develop job-related knowledge and skills or to undertake formal qualifications by accessing a dedicated allocation of funds. In 2012, 230 staff utilised their professional learning with:

    • 35 staff enrolling in credentialed programs (15 at Masters level, 2 at Doctoral level, 5 at Diploma level, 3 at Graduate Certificate level and 10 at Certificate level)
    • 33 staff being approved for Study Leave to support their learning
    • many CEOM staff attending targeted conferences, skills training programs, specialist learning forums and professional networks to support them in their daily work.

    The CEOM facilitated global training programs on-site for 58 staff including presentation skills, First Aid, defibrillator refresher, fire extinguisher training, computer software applications, etc. Feedback was very positive and has enabled improvements to be implemented.

     
     

    Personal Story 

    Emmanuel Jakwot 

    Emmanuel Jakwot
    Year 12 Student
    St John's Regional College, Dandenong
     

    I came to Melbourne from Sudan as a 10-year-old not knowing much about Australia, its people, its culture or its sports. I have been at St John’s for the past six years and it has been a massive journey.

    St John’s has given me so much – encouragement from the teachers and peer support from the other students. The school has given me life skills that will help me long after I have finished my VCE and left the school. It’s been a great experience because the environment here is so different to Sudan.

    The education and the faith the school provides has helped me to grow as a person and has assisted my learning across a range of areas. Everyone has ups and downs and makes mistakes. The way to move forward is to learn from your mistakes.

    I had a sports teacher in Year 9 who was keen to get me to play Aussie Rules. I was playing basketball and soccer at the time and he kept urging me to take on the local sport. He said many good basketballers go on to be successful football players. It’s true to say I fell in love with footy and haven’t looked back. I’m training with the Southern Stingrays and wouldn’t mind a professional career in football. I’m doing my VCE and I would like a good result and a good career. I still haven’t decided what I want to do but we are constantly told that young people today will have numerous jobs over their lifetime.

    Biennial Administrative Officers’ Conference – ‘Ticking all the Boxes’

    The Administrative Officers' Conference hosted 243 delegates over two days, with 15 presenters, both internal and external, who presented topics such as Accrual Accounting, the new Enterprise Bargaining Agreement (EBA), ICON, superannuation and salary packaging. Professional networking and socialising was enjoyed by all at the dinner. Positive feedback was received which will assist with the planning for the 2014 Conference.

    Admin Conference
    Administrative Officers' Conference 2012 

    Diploma 2011 Graduation held in March 2012

    The graduation ceremony for the the Diploma of Catholic Education (Primary Administration), from the nationally recognised qualification Diploma of Management, was celebrated by over 60 participants. For many this was their first formal qualification and worthy of merit for their commitment. Eight units were delivered across four regions, with the curriculum specifically contextualised to the role of the school Administrative Officers. The rambunctious ceremony was held at the Treacy Centre in Parkville.

    Graduates
    Diploma of Management Graduates 

    CEOM Staff Seminars

    The CEOM conducted three Staff Seminar days, where 375 staff gathered as a single staff from multiple locations to reflect on office priorities and challenges, to celebrate the Eucharist, to be enriched by a diverse range of keynote speakers and CEOM staff, and to be exposed to creative contributions from students from several Catholic schools.

    Other Initiatives

    • New induction program for new School Administrative Officers
    • Commenced the development of the CEOM Human Resources Manual, which will be available to CEOM staff in 2013 on the Intranet
    • Proactive management of end-of-employment contract process
    • Delivery of skills training programs
    • Policy reviews and updates
    • Lunchtime briefings – superannuation / retirement planning and salary packaging


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     Policy and Research

    The Policy and Research group provides the following services to staff and schools:

    • provision of data to internal and external clients to support reporting and service delivery
    • analysis of data to support planning, decision-making, internal and external reporting requirements
    • support for data collection including online survey development
    • processing of research applications from external researchers
    • coordination of CEOM research processes
    • analysis of current policy and development of system policy
    • coordination of submissions and responses to government and other enquiries
    • coordination of Victorian Catholic school compliance related to funding agreements, school registration, the minimum standards and other requirements for registration, copyright, emergency management including bushfire preparedness.

     

    Finance


    Finance Helpdesk

    The Finance Helpdesk continued to provide service to schools in 2012 via a designated Helpdesk operator. The total number of calls received was over 3,500. This is slightly fewer than in 2011, indicating schools are gaining confidence and enhancing their understanding of financial accountability which is supported by both the Finance Helpdesk and finance training programs.


    Primary School Finance Visits

    In 2012, the CEOM continued to provide support to primary schools with a minimum of two scheduled visits per school. These visits were designed to assist and support principals with financial management issues, financial decision making and maintaining effective processes to ensure full compliance.

    New school principals received additional assistance by a designated Finance Officer and were supported by specialised training sessions conducted each term.  These ensured new school principals received the required assistance in their transition.


    System Enhancements

    The internal office accounting team worked with Human Resources and other Staff Groups to introduce improvements to a number of areas that are aimed at introducing electronic processes and reducing paperwork and manual processes, including:

    • archiving
    • professional learning programs
    • annual leave recording
    • online stationary implementation
    • WebView – access to financial data online
    • QlikView – data cubing for information analysis.

    Additional Funding

    The Grants Allocation Committee (Secondary) [GAC(S)] is a committee of the Catholic Education Commission of Victoria Ltd (CECV) which is the approved authority for the receipt and distribution of recurrent grants to systemically-funded secondary schools.

    During 2012, the GAC(S) reviewed the assistance provided by Catholic secondary schools in Melbourne’s west to families caught up in the collapse of Mowbray College. In total, Catholic Regional College (CRC) Sydenham, CRC Melton, CRC Caroline Springs, CRC North Keilor, and Salesian College, Sunbury, all accepted Mowbray students. It was agreed by the Committee that the colleges would receive additional funding to what they were already expecting, based on August 2012 enrolments. This would therefore include any additional enrolments taken from the closure of Mowbray College. The special factor was considered on the basis of extenuating circumstances around Mowbray College, and the colleges’ response to the community’s needs.

    This is a great example of the generosity of Catholic schools, and how the system can work together to ensure students are provided the opportunity to complete their studies and be provided assistance when it is needed most.

    Mowbray 
    Former Mowbray College students being welcomed at a school assembly 

    Internal Audits & External Auditor Management

    The CEOM internal audit program for 2012 continued with the services of Ernst & Young. The 2012 program included two substantial internal Audits:

    • Accounts Payable
    • Human Resources.

    The program also included the annual follow-up audit to ensure previous recommendations had been implemented as per agreed timelines. The annual external audit was carried out by Deloitte for the CEOM and resulted in another year of an unqualified set of accounts.

    Procurement

    The CEOM employed the services of a Procurement Officer in May 2012. The purpose of this role is to ensure that the organisation receives value for money, and reduces the financial risk to the organisation. New procurement and contract policies have recently been released to provide clarity in the expectations when expending funds allocated by our key stakeholders and relevant state and federal government agencies.

    CEOM Budget Allocations 2012

    The CEOM Budget Allocations 2012 highlights that the major cost of running the Office is staff costs. The graph also shows the total budgeted operating costs of running all programs by the departments in 2012 and the final column shows the total budget commitment to training both school staff and CEOM staff.


    Budget allocations 

    Annual Budgets of CEOM Staff Groups and Units 2012

    The Annual Budgets of CEOM Staff Groups and Units 2012 provides a graphic representation of the budgeted operational needs of the respective Office business units.


    Annual Budget

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